Administrative Officer – Band 2

We are seeking a motivated and enthusiastic Administrative Officer to join our Executive Secretariat and Corporate Governance teams at Blackpool Teaching Hospitals NHS Foundation Trust. This is an excellent opportunity to develop strong administrative skills in a professional and supportive environment while contributing to the effective running of a busy corporate office. You will be a key point of contact, supporting Executive Assistants, Board members, and visitors to Trust Headquarters. This role requires someone who is friendly, organised, professional, and committed to delivering a high-quality service.

Main duties

• Provide day-to-day administrative support to the Executive PA team and Corporate Governance team.
• Assist with general administrative tasks including photocopying, typing correspondence and reports, maintaining records, and managing incoming/outgoing mail.
• Support the preparation, collation, and distribution of committee papers.
• Maintain confidentiality and handle sensitive information appropriately.
• Provide a professional, welcoming front-of-house service for all visitors to Trust HQ.
• Manage meeting room bookings, ensuring required facilities are in place.
• Support Executive Assistants with telephone cover, diary management, and meeting arrangements.
• Assist with IT queries from Board members, liaising with the IT Helpdesk as needed.
• Liaise with the car parking team regarding visitor arrangements.
• Support rota management for Executive Director whereabouts.
• Participate in team meetings and contribute to continuous improvement initiatives.

Working for our organisation

Blackpool Teaching Hospitals NHS Foundation Trust is committed to delivering high-quality, compassionate, and safe care. As part of the Lancashire & South Cumbria NHS Collaborative, we work collaboratively across the region to improve services and outcomes. We are proud to foster a positive, inclusive and values-driven culture based on:

• Caring: Open, compassionate, and supportive.
• Safe: Responsible, accountable, and committed to continuous improvement.
• Respectful: Treating everyone with dignity and fairness.

We also maintain a zero-tolerance approach to bullying, harassment, discrimination and sexual misconduct, ensuring a safe workplace for all staff. As an employer, we value our people and are committed to equality, diversity, inclusion, sustainability, and staff wellbeing. We encourage active travel, environmentally responsible behaviour, and career development through training and support.

Detailed Job Description And Main Responsibilities

Communication and Relationship Duties

• Establish and maintain positive working relationships across all levels of the organisation.
• Act as a helpful and professional point of contact for internal and external enquiries.
• Support continuous improvement and standardisation across the Executive PA and Corporate Governance teams.

Administrative Responsibilities

• Produce documents, presentations, letters, and reports as required.
• Arranging meetings with direction from Executive Assistants.
• Maintain directories, shared drives, and committee information.
• Support the organisation, printing and collation of governance papers.
• Provide reception/front-of-house services for Trust HQ.
• Support Board members with IT logging and follow-up.
• Ensure meeting rooms are appropriately prepared and resourced.

Operational Duties

• Manage mail, telephones, diaries, and visitor sign-in procedures.
• Liaise with facilities and car parking services.
• Assist with administrative coordination of Executive Director whereabouts.

General Requirements

• Uphold confidentiality and adhere to Data Protection and Freedom of Information requirements.
• Comply with Health & Safety, Equality & Diversity, Mandatory Training, Safeguarding and Working Time Directive standards.
• Promote sustainability, reduce waste, and support Trust Net Zero commitments.
• Contribute to a respectful, safe and inclusive working environment.

Person specification

Qualifications

• Essential criteria: English GCSE or Equivalent willingness to complete the Business Administrator Level 3 apprenticeship.
• Maths GCSE or Equivalent Willingness to complete the Business Administrator Level 3 apprenticeship.
• Desirable criteria: RSA 3 or equivalent experience.

Experience

• Essential criteria: Experience with Microsoft Office.
• Desirable criteria: Experience of working in the NHS.

Skills And Knowledge

• Ability to work under own initiative.
• Work as part of a team.
• Self-motivated.

Personal Attributes

• Excellent communications skills.
• Team Player.
• Ability to work under pressure.
• Good organisational skills.
• Able to focus.
• Flexible approach to work.
• Patient/Polite/Diplomatic.
• Understanding of confidentiality and data protection.
• Ability to work to strict deadlines.